Don’t underestimate the complexity, diversity and quantity of equipment required for a new hotel. With many hundreds of hospitality suppliers and websites offering thousands of products, it is a challenge, to find the appropriate supplier, manufacturer and product. Professional procurement expertise is essential to avoid the nightmare scenario of late deliveries, unsafe goods and serious over expenditure.

Introduction

I am a procurement consultant with nearly thirty years of multi-brand hotel project experience, providing a service that ensures quality products, conforming to international standards are delivered on time and within budget.

I work with operators and owners providing structure and control through accurate budgets & masterlists; guidelines on standards & suppliers; and procurement.

I support the owner’s local team by focusing on the procurement of goods to be imported, while the owner’s local team manages the local activities. (see scope below). In essence my service enables clients, to manage their own local procurement activities, with the support of an experienced specialist.

Tendering is to an international network of pre-qualified suppliers ensuring quality and value for money.

My name is Robert M Dunn, I am an experienced freelance procurement consultant specialising in operating equipment (OS&E) for luxury international hotel projects.

I have extensive experience, within a multi brand luxury hotel environment & a vast network of suppliers, manufacturers and specialists at my disposal.

I focus on the overseas goods to be imported by Client combining procurement, guidance on standards and preparation of OS&E lists to ensure goods arrive on time to correct standards and within budget.

In essence my service enables clients, to manage their own local procurement activities, with the support of an experienced specialist. (more info)

I often work with local strategic partners like logistics companies, architects, developers, procurement agents or hotel operators.

I have created this website to share with others the 30 years of experience I have had working on hotel projects.

One of my missions is to promote green procurement whenever possible which will help in sustainable hotel development.

Nationality:British

Education:Bachelor of Science (B.Sc.) Maths from Edinburgh University

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WHat is OSE?

It is the small equipment which is manufactured off site and most if it does not require any installation. Most of it is “off the shelf” and chosen from websites, catalogues and brochures. In brief the term includes equipment for:

Online Showcase of Products and ‘My Project Wishlist’.

Presents some of best suppliers and manufacturers (over 200) and over 1000 of the main products required for a new hotel. (Includes items that are high visibility, customer contact items and also critical equipment that is essential for the operation of hotel.

Most of the items have five star hotel operator references and many have been used in projects I have been involved with.

Registered Clients have access to the Showcase and can create their own ‘Project Wish-list’ for those items to be included in the tender process.

About Suppliers and Manufacturers.

Provide high-quality, cost competitive products

Reliable services.

Green in manufacturing process in terms of water usage, energy efficiency, sustainability of materials and effect on environment.

Most conform to ISO standards (9001 & 14001) & use western managed quality control systems.

Competitive tendering.
Selection of suppliers and products is normally through competitive tendering ensuring best quality and value for money. Local project’s needs, terms and conditions are met, including delivery & installation dates.
Prequalified suppliers are tendered to (normally 2-3 per main bid package).

All hotel departments equipped.

Project management -time, scope, budgets, procedures.

Preparation of OS&E lists or review of Client’s lists.

Guidance on products, specs and standards.

Use of Online Product Showcase of Ideas to help select items for tender process.

Guidance on manufactures and supply chain.

Competitive international tendering ensuring quality & value.

Arrange samples for hotel evaluation.

Goods consolidated and shipped to a warehouse near hotel.

Clients’ team manages the local procurement activities.

How it works

Process For discussion purposes only

The following is a typical procurement process which is for discussion purposes. Responsibilities by each party (e.g. local partner, hotel owner) are adjusted on a project by project basis. I offer the tender process i.e. (1-13) as part of the procurement.

(A) Planning

Step 1

To start the process I send the following documents to the Client for initial discussions:

Area configuration questionnaire (for Client to complete).

OS& E Scope Document (to be agreed with Client).

Time line of process

Advise what is not in my scope in terms of equipment and also service.

Project brief – In depth evaluation of Client’s needs.

Step 2

Client to send such information as follows (if available):

Expected opening date.

Standard of hotel.

Operator’s name and brand.

Number of guestrooms.

Location of hotel.

Operating policies from hotel e.g. F&B, bedding.

Brand standards of operator.

Preferred/recommended suppliers list from operator

Operators OS&E lists.

Owner’s budget (if possible at this stage).

Hotel room layouts.

Design brief, renderings, images.

Local hotels in competition.

Examples of recent operators OS&E lists.

Operator’s programs e.g. sleeping guide.

Items to be rented.

(B) Agree Scope of Work, Scope of Purchases, Sign Contract, time

Step 3

Agree purchasing scope of work.

OS& E Scope Document (to be agreed with Client).

Sign contract.

Step 4 Time

Prepare a plan with milestones i.e. schedule of time and tasks.

Prepare preliminary time schedule of purchase orders. (batches)

Identify special long lead time items.

Identify local purchases and who is responsible for them.

(C) Standards, lists & budgets

Step 5 Master lists.

Review hotels F&B policy

Prepare a detailed preliminary OS&E Master list with quantities and generic specs or

Operations may use the Online Showcase to highlight their preferences (My Project Wish list).

Check colours and finishes with designer.

(D) Tender and analysis

Step 10 Tender

Prepare the order schedule / priorities by batches. E.g. batch 1 longest lead time items like bed linen and banquet furniture.

Timing as per project timetable.

Prepare tender documents.

Tender to the suppliers agreed with Client/operator (equal and approved suppliers).

Local procurement is by local partner.

Step 11 Product presentations

Agree schedule of samples with Client and Operator.

Organise samples for the final presentations of equipment including the table top presentation, banquet furniture presentation, model room samples presentation, for operations.

Final presentation coordinated by Client.

Hotel coordinates the testing of quality e.g. laundering of bedding, towels and uniforms.

Hotel approves samples.

Step 12 Negotiations

Ensure “devil in the detail” analysis of quotations.

Negotiate terms and prices, to ensure value for money.

(E) Purchase orders

Step 13 Product Recommendations

Once the best quote has been selected I provide the Client with –the quote with purchase recommendation (PRs) or PR-TBF (to be finalised by local partner with Hotel), terms and conditions including warranties.

Step 14 Terms Orders Schedule of delivery

Client finalises terms between them and suppliers e.g. payment terms and delivery schedule.

Client places their purchase orders direct with suppliers according to the purchase recommendation from us (PR). The contract is between Client and the supplier.

WHat is OSE?

What is OS&E?

OS&E is short for Operating Supplies and Equipment. It is the small equipment which is manufactured off site and most if it does not require any installation. Most of it is “off the shelf” and chosen from websites, catalogues and brochures. In brief the term includes equipment for:

with building eg trolleys in lifts, vacuum cleaners and flooring, safes and floor loading.

with external services eg refuse lorries etc

Identify OS&E where further input is required from:

Interior Designer (ID) eg for equipment which is visible to the public and where there is a choice of colours or finish

Financial controller(FC)

General Contractor(GC)

eg Electrical Equipment where electrical power connections are required, installation should be co-ordinated with project manager. Electrical items to be compatible with local electricity supply and conform to local electrical standards. Electrical equipment requires appropriate electrical power connections, (sockets, cables & plugs). For safes floor loading weights to be considered

Over view of time for processes (budget, bidding/tender, orders, production, shipment delivery installation).

Purchase order schedule of priorities eg high value long lead time goods first.

Assumptions

Product codes only provided if on Operators OS&E Template.

For sections where products specs unknown (eg uniforms) a generic list with quantities will be provided.

A generic picture and short generic spec will be provided for high total value items. Eh hairdryer

Generic descriptions will be provided for those items where technological advances are continual eg photocopiers.

Remarks column will highlight those products:

where coefficients are not yet quantifiable and will be done at tender stage eg shelving.

where standards/regulations (eg fire, electrical ) may vary from country to country.

that relate to other products eg bed linen dimensions

where final selection will depend on other factors eg: local hotel operational needs, ID requirements , project manager’s needs, floor loading or local agent /local services.

Assumptions

Fee based on 3 month duration .

R Dunn will provide a preliminary OSE list after one month and then final list after review by Operator

Fee subject to final agreement of scope of work.

Payment by bank draft.

Payment within 7 days of invoice date

If the client wishes to extend the scope the Consultant reserves the right to adjust the fees on a rate per day

Reimbursable expenses will be charged in addition to the above fees.

Any translation services (if required) must be agreed with Client and paid in advance.

Any changes to contract or scope of purchases must be agreed by both parties in writing in advance.

Any additional chargeable work must be agreed in writing, in advance, with the Client.

The following expenses will be reimbursed by the Client to the Consultant if incurred as a direct result of this letter – travelling expenses (in advance), accommodation(in advance), meals, freight/courier costs, and printing and stationary costs for any documents exceeding twenty pages.

Any other reimbursable costs must be agreed in writing in advance. Class or travel, quality of hotel, etc, will be the same as that enjoyed by an equivalent employee of the Client.

CONDITIONS RELATING TO THE DOCUMENTS

The reports , prepared by the Consultant (ROBERT M Dunn) will be reviewed by the operator and all reasonable precaution will be taken by Robert Dunn to ensure the accuracy of the information. However ROBERT M Dunn does not assume any responsibility for inaccuracies, errors or omissions that may be contained in the report.

The lists will be a guideline only .

In no event will the Consultant (Robert M Dunn) be liable for direct, indirect, special, incidental or consequential damages resulting from a product defect, supplier failure or omission in any document.

The information provided by Robert M Dunn can never lead to rights or claims against him. Neither can they be committed or engaged by publication or distribution of any data.

Fee: Total fixed fee UKP

Payment Schedule

Two payments payment within 7 days.

NAME OF CLIENT ________________ SIGNED_________________ DATE:___________________

Green tendering

If all other factors are similar (price, quality, service, maintenance and resupply etc), a local supplier may be chosen over a remote supplier as the reduced level of transport represents a positive environmental benefit. In addition suppliers normally conform to my Green Policy.

Guidance on FF&E Specialist and Manufacturers

With 30 years in the project business I am happy to introduce FF&E manufacturer(s) and specialists to Hotel Clients however I do not offer a FF&E procurement service.

Ensure best value for money and quality products.

The manufacturers quote direct to the Client.

The tender process, due diligence, procurement, logistics and installation is by the Client.

The furniture is manufactured according to designs supplied by the Client.

Scope

Guestrooms:

Headboards (upholstered or not)

Wardrobes , TV units

Desks, Luggage units

Wooden free-standing units

Possibly curtain rods, skirting

Lights, seating, upholstered sofas

Public Area:

Bars, Reception counters

Hot, cold buffets for restaurant

Free-standing wooden units, Screens

Architraves, Wall cladding

Pillar cladding

Benches

skirting

Possibility of lights, chairs and armchairs, upholstered sofas

Shipyard business (ferries)

All wooden furniture for passengers’’ cabins

All wooden scope for Public Area

Does not normally include:lights,carpet chairs and armchairs, upholstered sofas

Please note, that I am not a supplier but facilitate the contact between buyers and suppliers (introduce). The manufacturer/supplier is solely responsible for the sale of the products and observing any responsibilities in respect to contract, information and customer rights. The contract (or order) is concluded only between the buyer(member or Client) and the supplier, should they (the buyer) choose to accept their offer.

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What is FF&E?

1 What is FF&E ?

FF&E is short for Furnishings, Fixtures and Equipment. It includes the following:

Casegoods (bedroom headboard, side table, coffee table)

Loose furniture eg Chairs Tables

Decorative Lighting

Chandeliers

Mirrors

Artwork

Curtains

Blinds

Bed covers

Carpet and rugs

Beds

Signage

Plants

Kitchen, buffet and laundry heavy mainly fixed equipment

IT /systems/software

The above do not include consumable supplies such as food, drink or paper products,
wall coverings, hard floor finishes, wall tiling, plumbing fixtures such as faucets,
washbasins, baths or wcs, built-in millwork such as the reception desk,
PABX systems and handsets, or computer cabling.

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The materials contained do not constitute professional advice.

The documents listed in the Resources are for use by Clients and their Buyers and Purchasing Managers working on hotel projects. In essence they are a collection of draft documents which were used for past hotel projects. They include processes, procedures, schedules and general information.They may be of use if adapted to the needs of the new projects.

Registered Clients create their 'Project Wishlist' or 'Product Guidelines on Standards' to be included in the tender process.

The Showcase presents some of best suppliers and manufacturers ( over 200) and the main products (over 1000) required for a new hotel. Most have five star hotel operators references and many have been used in projects I have been involved with.

Please note, that I am not a supplier but facilitate the contact between buyers and suppliers (introduce). The manufacturer/supplier is solely responsible for the sale of the products and observing any responsibilities in respect to contract, information and customer rights. The contract (or order) is concluded only between the buyer(member or Client) and the supplier, should they (the buyer) choose to accept their offer. Buyer must confirm with the supplier that the goods conform to local regulations and local hotel regulations eg electrical, fire, safety, food and hygiene.

Suppliers that do not wish their products to be showcased to my hotel project clients, should advise me and I will remove their products.

More information

Clients may use the MY WISHLIST tool to select items for inclusion in the procurement/tender package .

Hotel operations may use the MY WISHLIST tool to help create their own guidelines on brand standards .

Members(without a fee based Contract ) may use the “My Wishlist” to request a quote through me, if quantities for over 100 rooms .

The request will be considered as a prospective (non-binding) enquiry , and the supplier will be asked to respond with a respective offer or info .

Please note, any final orders are placed by the Client direct with suppliers ie contracts are between Client and the supplier.

Information about Suppliers

A strong supportive international supplier network is key to successfully completing hotel projects. Through work on many international five star projects, over a period of twenty five years, I have built up a large network of such suppliers, manufacturers and specialists. They supply quality products and services, conform to international standards, provide value for money and are financially secure. They ensure good working conditions for their employees as well as manufacturing and products that are green, sustainable and eco-friendly.

The Showcase is not a directory of suppliers but a selection of suppliers that have successfully completed projects with me. Those that have not worked with me are prequalified and provide good references.

Through the Showcase, quality hotel products are presented , to luxury hotel project Clients, including international hotel operators, designers, hotel owners and buyers..
The emphasis is on quality, design, environment, reliability, performance, service and safety.
Together, the Showcase suppliers are able to supply most of the OS&E needs for a new hotel project.
Supplier references include some of the most successful international hotel operators.

Manufacturers and Suppliers of new innovative products for luxury hotels should send their presentation to, robert@robertdunn.eu .

The showcase is for general information purposes only and does not constitute professional advice.

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Procurement Process-Who does what? (example)

I work with the Clients’ local team and focus on the goods to be imported while the Clients’ team manages the local activities. (see scope below). In essence my service enables clients, to manage their own local procurement activities, with the support of an experienced specialist.

...Palm Jumeirah Hotel by Five Hotels Dubai
...Client Brief:
To source the operating equipment for this "life style" luxury hotel with beach. Over 500 bedrooms , 200 apartments and 16 outlets and beach.
Services Provided:
Sourcing products to match operators standards as well as branded operating equipment from European manufacturers.
Read more >

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...Palm Jumeirah Hotel by Five Hotels-Dubai
...Client Brief:
To source the operating equipment for this "life style" luxury hotel with beach. Over 500 bedrooms , 200 apartments and 16 outlets and beach.
Services Provided:
Sourcing products to match operators standards as well as branded operating equipment from European manufacturers.
Read more >

VIEW PROJECT

...Hilton Berlin
...Working in Hilton head office I provide procurement services to the owners.
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...Hilton Frankfurt
...Worked with French procurement company to procure the OSE .
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...Four Points Ikot Ekpene
...Client Brief:
To procure the operating equipment for this Starwood hotel.
Services Provided:
Procurement and working with local logistics team in Nigeria to enable importation of the equipment.
Read more >

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...Porto Montenegro
...Client Brief:
To procure the operating equipment
Services Provided:
Procurement and working with local logistics team in to enable importation of the equipment.
Read more >

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...Sandton Hilton -South Africa
...
Client Brief:
Working in Hilton head office I provided consultancy service to the procurement company.
Read more >

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...Le Meridien Medinah
...
Client Brief:
Working for Le Meridien hotel group I provided consultancy service to the hotel GM.
Read more >

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...AC Hotel Milan
...Client Brief:
Audit and photograph all the FF&E and OS&E of value and provide a valuation for all the areas.
Read more >

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...Sanya Hilton and Resort
...Client Brief:
Procurement services for the operating equipment for this luxury hotel and resort with beach.
Services Provided:
Sourcing products to match operators standards as well as branded operating equipment from European manufacturers.
Read more >

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...Hilton Chennai India
...Client Brief:
To specify all the operating equipment for this Hilton Resort.
Services Provided:
Procurement of the OS&E and FF&E
Read more >

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...Roissy CDG Airport Hilton
...Client Brief:
To specify all the operating equipment for this Hilton Resort.
Services Provided:
Procurement of the OS&E and FF&E
Read more >

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...Regent Porto Montenegro
...Client Brief:
To source the operating equipment for this "life style" luxury hotel with marina.
Services Provided:
Sourcing customised products in Bali and Thailand as well as branded operating equipment from European manufacturers.
Read more >

VIEW PROJECT

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